Administrative Services Manager I - Limited Service

Overview

The Administrative Services Manager I will play a crucial role in supporting the Agency of Human Services (AHS) by assisting in various administrative functions related to contract management, procurement, asset management, drafting, and grant administration. This position will work closely with the Administrative Services Manager III to ensure efficient and compliant management of contracts, procurement processes, and grant activities. The ideal candidate will possess excellent interpersonal skills and the ability to manage tight deadlines effectively.

As the Administrative Services Manager I at the Agency of Human Services - Central Office (AHS-CO), you will be instrumental in supporting the agency's administrative functions, particularly in contract management, procurement, asset management, drafting, and grant administration. You will work closely with the Administrative Services Manager III to ensure that all contracts are created, processed, and tracked efficiently, while also monitoring the status of open procurements and tracking contract expiration dates to facilitate timely renewals or amendments.

Your role will involve maintaining compliance with applicable statutes and Agency of Administration Bulletins, ensuring that contract templates are completed for all new contracts. You will manage and maintain open Requests for Proposals (RFPs) and contract requests, handling the collection, filing, and processing of required forms. Additionally, you will assist in the procurement of goods and services for AHS-CO and maintain an inventory of all agency assets, such as laptops, monitors, and cellphones. This position is also responsible for the coordination of AHS - Central Office on boarding and off boarding activities.

Collaboration will be key as you work with the Admin Services Manager III to track requests for information and data related to the VTBuys system from all six AHS departments, assisting with data input as needed.

Your responsibilities will extend to ensuring the completion and routing of documentation for authority approval and managing the removal of surplus equipment. You will conduct monthly contract tracking by running expenditure reports for each contract under AHS oversight, updating tracking sheets, and sharing data as requested. Furthermore, you will assist in drafting contracts, agreements, and other related documents to support AHS operations, and support grant administration by preparing, submitting, and monitoring grant applications and reports, ensuring compliance with grant requirements and timelines.

In this role, your excellent interpersonal skills and ability to manage tight deadlines will be crucial as you navigate the diverse and dynamic environment of the AHS-CO.

Who May Apply

This position, Administrative Services Manager I - Limited Service (Job Requisition #53862) , is open to all State employees and external applicants. It is a Limited Service position, which is non-tenured and authorized for a specific period of time. Limited Service positions are established for specially funded projects or programs.

If you would like more information about the duration of this position or other details, please contact matthew.rockwell@vermont.gov

Please note that multiple positions in the same work location may be filled from this job posting.

Resumes will not be accepted via e-mail. You must apply online to be considered.

AHS BACKGROUND CHECKS : Candidates must pass any level of background investigation applicable to the position. In accordance with AHS Policy 4.02, Hiring Standards, Vermont and / or national criminal record checks, as well as DMV and adult and child abuse registry checks, as appropriate to the position under recruitment, will be conducted on candidates, with the exception of those who are current classified state employees seeking transfer, promotion or demotion into an AHS classified position or are persons exercising re-employment (RIF) rights.

Environmental Factors

Work is performed in a standard office setting.

Minimum Qualifications

Bachelor's degree in accounting, business or public administration, office administration or a related field and two years of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff; OR

Bachelor's degree and four years of experience providing professional administrative-level services to a business or organization which included an accounting or budgeting function and experience as a supervisor of clerical or administrative staff; OR

One year as an Administrative Services Coordinator IV with the State of Vermont.

NOTE : Additional professional administrative-level experience or higher will substitute for the bachelor's degree on a year for year basis.

NOTE : Only administrative work experience is qualifying. Administrative services includes those functions which keep the organization running or provide the resources for others to provide the programmatic work (e.g., accounting, budget management, grant administration, finance, human resources, payroll, purchasing, or space management).

Special Requirements

For some positions experience working with the VISION system (VISION is the State of Vermont PeopleSoft financial management system) may be required.

Total Compensation

As a State employee you are offered a great career opportunity, but it's more than a paycheck. The State's total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation, including :

• 80% State paid medical premium and a dental plan at no cost for employees and their families
• Work / Life balance : 11 paid holidays each year and a generous leave plan
• State Paid Family and Medical Leave Insurance (FMLI)
• Two ways to save for your retirement : A State defined benefit pension plan and a deferred compensation 457(b) plan
• Tuition Reimbursement
• Flexible spending healthcare and childcare reimbursement accounts
• Low cost group life insurance
• Incentive-based Wellness Program
• Qualified Employer for Public Service Student Loan Forgiveness Program

Want the specifics? Explore the Benefits of State Employment on our website.

Equal Opportunity Employer

The State of Vermont celebrates diversity, and is committed to providing an environment of mutual respect and meaningful inclusion that represents a variety of backgrounds, perspectives, and skills. The State does not discriminate in employment on the basis of race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, HIV Status, sexual orientation, gender identity and / or expression, marital, civil union or domestic partnership status, past or present military service, membership in an employee organization, family medical history or genetic information, or family or parental status. The State's employment decisions are merit-based. Retaliatory adverse employment actions by the State are forbidden.